Date: Thursday, September 1, 2016 Time: 5:15 p.m. MINUTES MADISON COUNTY BOARD OF EDUCATION SPECIAL SESSION PUBLIC BUDGET HEARING Where: Madison County Schools, Central Office Auditorium 1275-F Jordan Road, Huntsville, Alabama 35811 Attendants: Angie Bates-President Mary Louise Stowe-Vice President Jeff Anderson Nathan Curry David Vess, arrived later during the meeting Other persons attending the meeting included Matt Massey, Superintendent; Cynthia Thompson, Attorney for the Board; central office personnel, media, and visitors. Notice of the meeting was properly posted and provided to those who requested direct notification in accordance with the Alabama Open Meetings Act Call to order Angie Bates I. OPENING OF MEETING A. Invocation Dan Evans B. Approval of Agenda Mr. Massey recommended approval of the Agenda September 1, 2016. MADISON COUNTY BOARD OF EDUCATION Central Office Auditorium 1275-F Jordan Rd., Bldg. B Huntsville, AL 35811
I. OPENING OF MEETING A. Invocation B. Approval of Agenda Thursday, September 1, 2016 5:15 p.m. Central Office Auditorium SPECIAL SESSION PUBLIC BUDGET HEARING II. III. PRESENTATIONS A. 2016-2017 Budget Presentation Karen O Bannon B. Superintendent s Update ADMINISTRATIVE ACTIONS A. Approval of Proposal to Plaintiff B. Approval of Contracts for Service C. Approval of Personnel Items WORK SESSION A. Discussion of Erin's Law - Allen Perkins and National Child Advocacy Center B. Discussion of the 2017-2021 Capital Plan - Kerry Wilkerson C. Discussion of the HG Volunteer Fire Department Lease - Kerry Wilkerson D. Discussion of the HGHS 2nd Floor Mechanical Change Item #001 - Kerry Wilkerson E. Discussion of Harvest/Monrovia Water Authority Donation to Sparkman HS - Kerry Wilkerson F. Discussion of 2017-2018 Calendar Changes - Matt Massey Motion: Mary Louise Stowe Second: Jeff Anderson Approved 4-0 IN FAVOR Angie Bates, Mary Louise Stowe, Jeff Anderson, Nathan Curry II. PRESENTATIONS A. 2016-2017 Budget Presentation Karen O Bannon Mr. Vess arrived at the meeting. Ms. O Bannon said that to plan the budget it takes the input of Administrators, Department Heads, Directors, Supervisors, and many other. Ms. O Bannon thanked all that contribute to the budget process and appreciated the board s support. Mr. Vess arrived at the meeting. Ms. O Bannon presented the board with Budget Information for the school year, new fiscal year, budget year and Fiscal Year 2017.
Mr. Massey discussed funding of transportation from the state level. Mr. Massey said the state funds buses that are under ten years old. Therefore, as buses age, that translates into less funding. With less funding, the system cannot buy new buses. This decrease in funding creates a snowball effect, and that Madison County Schools are on the wrong end of that snowball currently. Mr. Evans said that a bus cost $25,000 more upfront than the state allocates in funding over the 10-year funding window. Mr. Evans said the transportation department does a great job of keeping the buses safe. Ms. Stowe said that the district's 10-mill match has consistently increased. Ms. O Bannon discussed how as local property taxes increase the funding from the state would decrease by that same amount. Mr. Massey said school districts with commercial property are at an advantage because of increased revenue due to commercial properties being taxed at a higher rate. Mr. Massey said that if the state is going to look at equity, they need to examine the funding mechanism for county school systems. Mr. Massey discussed the importance of knowing the difference in tax funding generated between rooftops and commercial land for the school. Ms. O Bannon said the assessment of homes is at the same rate as farmland. B. SUPERINTENDENT UPDATE Mr. Massey said that there are now AEDs added to the Central Office, Teacher Resource Center and the Transportation Center. Mr. Massey said there was a recent opportunity to use one of the AEDs to assist in saving the life a visiting ballplayer from Madison City Schools. Mr. Massey said the system is working to build a robust supply of the AED systems. Mr. Massey gave an update on the upcoming Professional Development day. Mr. Massey recapped the UAH Huntsville Career and College Day. Madison County Schools Juniors and Seniors visited the Career Day and enjoyed finding out about industry and college options. Mr. Massey thanked the students for taking it seriously. III.ADMINISTRATIVE ACTIONS A. Approval of Proposal to Plaintiff Mr. Massey discussed aspects of the zone lines included in the Department of Justice Submission.
Mr. Massey recommended approval of the zone lines and 9 12 grade configuration for Sparkman High School and the new high school in Monrovia, upon completion of the new high school project, as attached; and to authorize the Superintendent to file a second submission to the Department of Justice and NAACP-Legal Defense Fund for the proposed new high school Motion: Jeff Anderson Second: Mary Louise Stowe Discussion: Mr. Massey pointed out that district zone lines for board members do not mirror high school zone lines. Ms. Bates said that because of the regulations that establish a voting district, board member districts do not match the school zones. Ms. Bates also wanted to make it clear that if approved at this meeting, this is a submission to the DOJ; these are not the final zone lines. The Department of Justice can negotiate and propose other zone lines. Ms. Bates said this is a starting point for the discussion. B. Approval of Contracts for Services Mr. Massey recommended approval of Contracts for Services
Madison County Board of Education Contracts for Services September 1, 2016 Contractor Purpose Amount 1 Deaf Access * Interpreting Services - 2 hour minimum $75.00 per hour October 1, 2016 - September 30, 2017 2 Melissa Keel * Occupational Therapy Services $ 5,000.00 August 22, 2016 - September 16, 2016 3 Patrice Crummie * Homebound Services $ 17,200.00 October 1, 2016 - September 30, 2017 4 Kelly Lyles * IDEA-B Tutoring $ 4,000.00 August 15, 2016 - September 30, 2017 5 Melinda Clark * Title I Tutoring $ 6,500.00 August 22,2016 - May 25, 2017 6 Clem Configure for Distribution - 1700 Dell Chromebooks $ 480.00 Wrightington August 17, 2016 to August 24, 2016 7 Luke Prozan Configure for Distribution - 1700 Dell Chromebooks $ 480.00 August 17, 2016 to August 24, 2016 8 Jacqueline Beck * Assist with Processing Free/Reduced Applications $ 1,200.00 August 15, 2016 - September 30, 2016 9 Rickey Stone Central Facilities Custodial Services $10.00 per hour As Needed - 2016-17 School Year 10 Tyron Springs Supervised Custodial Services - New Hope High Scho $7.25 per hour 1st Semester - 2016-17 School Year 11 Charles Collins Transport Central Band Students to Madison Co. High$10.00 per day 2016-2017 School Year * Contract Services - Federal Budget Line Item Contractor Purpose Amount 12 Donnie Dean Middle School Scholars Bowl Sponsor $ 1,000.00 October - December 2016 13 Donnie Dean High School Scholars Bowl Sponsor $ 1,000.00 October - December 2016 14 Rita Clardy * Parent Involvement and Student Support Records $ 3,000.00 August 22, 2016 - October 31, 2016 15 Jennifer Jones Add to List - Nursing Services $22.00 per hour August 17, 2016 - July 31, 2017 16 Dennis Baker Deputy for Athletic and Extra Curricular Events $25.00 per hour 2016-2017 School Year
Motion: Jeff Anderson Second: Mary Louise Stowe C. Approval of Personnel Items Mr. Massey recommended Approval of Personnel Items and Addendum as submitted. Motion: Mary Louise Stowe Second: Jeff Anderson Discussion: Mr. Anderson said he was pleased with the feedback on the quality of those hired to fill openings throughout the system. Mr. Vess ask about the resource specialist positions. Mr. Massey said that a retirement and a transfer had created the openings. Mr. Massey said the resource specialists were to fill those positions. Mr. Vess asked why there would not be a grant specialist. Mr. Massey said the High School Specialist would manage the tasks of the grant specialist. Mr. Vess ask why the grant specialist position would be eliminated if there were so many issues with meeting the requirements of the Pre-K grants. Ms. Bates said that the Title I handles Pre-K grants, not the grant specialist. Mr. Massey said the original intent in the creation of the grant specialist position was to write grants and had evolved into implantation of the grants as well. Mr. Anderson asked if Mr. Massey foresees these positions paying for themselves the way Ms. Roberts did. Mr. Massey said with the funding that Ms. Roberts had brought into the Madison County Schools that there had never been a more valuable employee than Margaret Roberts. Mr. Massey said the role of the position is more in lines with being a resource for to the schools and grant management versus only writing grants. Mr. Vess ask why there was not a grant specialist for elementary grades. Mr. Massey said he would like to create an elementary specialist as well as an early childhood specialist. Approved 4-1 Motion was approved IN FAVOR Angie Bates, Mary Louise Stowe, Jeff Anderson, Nathan Curry OPPOSED David Vess Matt Massey Superintendent Angie Bates Board President
MINUTES MADISON COUNTY BOARD OF EDUCATION WORK SESSION The Madison County Board of Education convened in a Work Session on Thursday, September 1, 2016, immediately following the Special Session, at the Central Office Auditorium, 1275-F Jordan Road, Huntsville, Alabama 35811. Members of the Board present at the meeting were as follows: Angie Bates, Mary Louise Stowe, Jeff Anderson, Nathan Curry and David Vess. Other persons attending the meeting included Matt Massey, Superintendent; Cynthia Thompson, Attorney for the Board; central office personnel, media, and visitors. Notice of the meeting was properly posted and provided to those who requested direct notification in accordance with the Alabama Open Meetings Act. WORK SESSION A. Discussion of Erin's Law - Allen Perkins and National Child Advocacy Center Mr. Perkins discussed Madison County Schools long-term relationship with the National Children s Advocacy Center in the implementation of the SCAN program in the schools. Mr. Perkins briefly covered information about Erin s Law, requiring public schools to implement a prevention-oriented program for students concerning sexual abuse. Mr. Perkins introduced Deborah Callins, Prevention Director of the National Children s Advocacy Center and Beth Jackson, SCAN Program Manager of the National Children's Advocacy Center. Ms. Callins discussed the background and history of the National Children s Advocacy Center and the relationship that the NCAC has with Madison County Schools. Ms. Callins shared with the board information about the history of Erin s Law. Ms. Jackson shared information about the Stop Child Abuse and Neglect program (SCAN) that currently serves Madison County Schools students in grades 5 and 7. Ms. Jackson shared the importance of the program s extension to the system s high school students, knowing that these children may also suffer from all types of abuse. Ms. Jackson said the funding
received for the program, outreach, and the training is from grants to the National Children s Advocacy Center. Ms. Jackson covered how the program assesses results through outcome testing. Ms. Jackson discussed the aspects of the different needs that the high school program will cover. B. Discussion of the 2017-2021 Capital Plan - Kerry Wilkerson Mr. Wilkerson discussed the changes in the capital plan and the items that are considered the most important and pressing projects. Mr. Anderson asked Mr. Wilkerson to add the athletic facilities at the new high school to the wish list capital plan to show the expense of a complete project. Mr. Anderson said the funding for the new high school should be for a completed project before spending the three and a half million on repairs and improvements. Mr. Curry asked Mr. Wilkerson if he considered items in red critical. Mr. Massey said the items in red reflect projects for which funding is available. C. Discussion of the HG Volunteer Fire Department Lease - Kerry Wilkerson Mr. Wilkerson discussed the lease at Hazel Green and the needed changes to the lease to address discrepancies in the legal description. Mr. Wilkerson said the changes would create a corrected lease that will be similar to the current leases held by other volunteer fire departments on school property. D. Discussion of the HGHS 2nd Floor Mechanical Change Item #001 - Kerry Wilkerson Mr. Wilkerson said due to changes in the project that there is a positive $2000.00 cost to the final project costs. Mr. Anderson asked if the job was fully completed. Mr. Wilkerson said it was completed and will remain on the Capital Plan until the projects are completely closed out. E. Discussion of Harvest/Monrovia Water Authority Donation to Sparkman HS - Kerry Wilkerson Mr. Wilkerson discussed the proposal from the Harvest/Monrovia Water Authority to donate a water treatment plant to Sparkman High School. Mr. Wilkerson noted that a wastewater treatment plant located on the Sparkman High School property. The school donated the plant to the Water Authority. The Water Authority has built a new and larger plant in the area. The Water Authority has proposed to donate the plant property and facilities back to the school system. Mr. Wilkerson said that if the board wishes to accept the donation, the school will use the facilities to create an aquaponics classroom. Mr. Anderson asked what liabilities the system would assume if the donation were accepted. Mr. Anderson asked if the plant would need to be decommissioned. Mr. Wilkerson said the Water Authority decommissioned the
facility already. Mr. Wilkerson said if the Board agrees to consider the donation, the water board would then discuss the details of the donation and Mr. Wilkerson would bring it back to the board for discussion and approval. Mr. Wilkerson introduced Kenneth Perrington. Mr. Perrington s Eagle Scout project is to create an aquaponics program at Sparkman High School. F. Discussion of 2017-2018 Calendar Changes Matt Massey Mr. Massey discussed the back to school schedule from 2015-16 and 2016-17 school years. Mr. Massey said the schedule of back to school for 2016-2017 had worked well for the system and he proposed to change the 2017-2018 calendar to recreate the same scheduling of teacher workdays and professional development before the first day of school. Mr. Massey said he would recommend the calendar proposal at an upcoming meeting. Dr. Minsky said there is a day dedicated to allowing teachers to prepare their classrooms for back to school. Ms. Bates announced that the board would need to hold an Executive Session. Ms. Bates said the Board would need to return to Special Session to vote to move to Executive Session. Ms. Bates said the Executive Session would be to discuss pending litigation, and the board would not have any further business upon their return. SPECIAL SESSION The motion was made to move into Special Session Motion: Mary Louise Stowe Second: Jeff Anderson EXECUTIVE SESSION The motion was made to move into Executive Session. Attorney, Cynthia Thompson provided a certification of the litigation categories to be discussed. Motion: David Vess Second: Jeff Anderson
CERTIFICATION MADISON COUNTY BOARD OF EDUCATION September 1, 2016 Cynthia K. Thompson, an attorney licensed to practice in the state of Alabama, certifies that the executive session proposed by the Madison County Board of Education involves: X pending litigation imminently likely litigation imminently likely litigation if the board chooses a particular course of action mediation arbitration And thereby is covered by the Alabama Open Meetings Law. Alabama Code 36-25A-1, et seq. The purpose of the session is to discuss with me the designated item. /s/ Cynthia K. Thompson 09/01/16 Cynthia K. Thompson Date BOARD DISCUSSION Ms. Bates said she, Ms. Stowe, Mr. Southerland, Commissioner Phil Vandiver and others attended the Sparkman High School s Robotic Luncheon. Ms. Bates described the program and the combination of the Engineering program with the Marketing program to create a team that not only participates in robotics competitions but also runs and markets an information and technology business model. Ms. Bates went on to say that if these skills were not enough, the team also hosted an impressive luncheon. Ms. Bates said it was a well-done luncheon and conference. It included interaction between students, attendees, and sponsors of the program. Ms. Bates said the program is successful on many levels. Ms. Stowe said the conference was nice and it was a student lead event, and she appreciated the invitation. ADJOURNMENT OF MEETING With no further action taken and no further business to discuss a motion was made to adjourn. Motion to Adjourn Motion: David Vess Second: Jeff Anderson Adjourned Matt Massey Superintendent Angie Bates Board President
Date: Tuesday, September 13, 2016 Time: 5:15 p.m. MINUTES MADISON COUNTY BOARD OF EDUCATION REGULAR SESSION 2ND PUBLIC BUDGET HEARING Where: Madison County Schools, Central Office Auditorium 1275-F Jordan Road, Huntsville, Alabama 35811 Attendants: Angie Bates-President Mary Louise Stowe-Vice President Jeff Anderson Arrived later during meeting Nathan Curry David Vess Other persons attending the meeting included Matt Massey, Superintendent; Cynthia Thompson, Attorney for the Board; central office personnel, media, and visitors. Notice of the meeting was properly posted and provided to those who requested direct notification in accordance with the Alabama Open Meetings Act Call to Order Angie Bates J. OPENING OF MEETING C. Invocation Nathan Curry D. Approval of Agenda Mr. Massey recommended approval of the Agenda September 13, 2016.
MADISON COUNTY BOARD OF EDUCATION Central Office Auditorium 1275-F Jordan Rd., Bldg. B Huntsville, AL 35811 Tuesday, September 13, 2016 5:15 p.m. Central Office Auditorium REGULAR SESSION 2ND PUBLIC BUDGET HEARING I. OPENING OF MEETING A. Invocation B. Approval of Agenda C. Approval of Minutes II. PRESENTATIONS A. 2016-2017 Budget Presentation - Karen O Bannon III. INFORMATIONAL ITEMS - Superintendent Update IV. ADMINISTRATIVE ACTIONS A. Approval of July Financial Statement, Payment of Bills, and Cash Reports B. Approval of the 2016-2017 Budget C. Approval of the 2017-2021 Capital Plan D. Deletion/Donation of Surplus Property E. Approval of Erin's Law Curriculum F. Approval of the HGHS 2nd Floor Mechanical Change Item #001 G. Approval of Contracts for Services H. Approval of Personnel Items V. EXECUTIVE SESSION Motion: Mary Louise Stowe Second: Nathan Curry Approved 4-0 Motion was approved IN FAVOR Angie Bates, Mary Louise Stowe, Nathan Curry, David Vess E. Approval of Minutes Mr. Massey recommended Approval of Minutes dates August 4, and 18, 2016 Motion: Mary Louise Stowe Second: Nathan Curry Approved 4-0 Motion was approved IN FAVOR Angie Bates, Mary Louise Stowe, Nathan Curry, David Vess II. SUPERINTENDENT S UPDATE
Mr. Massey recognized Ms. Gaylor, 2nd-grade teacher and After School Care Director at Riverton Intermediate School, for all of her efforts in promoting healthy habits for our students and community members. Ms. Gaylor received a grant for the track and walking club. Mr. Jeff Adams, Community Relations Manager for Blue Cross Blue Shield, presented the $10,000 check to Ms. Gaylor and Riverton Intermediate School. Mr. Massey said that in addition to the grant, Commissioner Mr. Roger Jones supported the completion of the project. Mr. Massey said he had the opportunity to meet with Dylan Lancaster. Dylan is the founder of the non-profit DCUBED, Dylan s Dogs for Diabetes. Mr. Massey said that Dylan works to raise funds to provide service animals to students in Madison County Schools. Mr. Massey congratulated Mt. Carmel Elementary for being recognized as a Blue Ribbon School of Excellence. Ms. Bates said receiving this award says not only a lot about our staff but also about our community. Mr. Anderson arrived at the board meeting. Mr. Massey announced that the Madison County Parents Organization is hosting a District 5 Candidate Forum at Sparkman High School on October 13, 2016, at 6:00 pm. III. PRESENTATIONS- Karen O Bannon Ms. O Bannon presented the board with the final 2016-2017 Budget. Ms. O Bannon recognized Gena Groce, Accounting Supervisor. Ms. O Bannon thanked Ms. Groce for her support and hard work in the business office. Ms. O Bannon discussed the final budget report for fiscal year 2017 with the board. Ms. O Bannon highlighted the overall budget for Madison County Schools including, General Fund Operations Budget, Grant Awards, Special Revenue Funds, Special Education Expenditures, Title I, Personnel Costs, Non- Personnel Costs, Title II Grants, Required Debt Payments, Capital Projects, Fiduciary Funds, and Staffing Summary. Ms. O Bannon welcomed questions and comments and offered to share the 1 st Budget Presentation with anyone that wished to review it. IV. ADMINISTRATIVE ACTIONS D. Approval of July Financial Statement, Payment of Bills, and Cash Reports Mr. Massey recommended approval of the Financial Statement, Payment of Bills and Cash Reports for July 2016 Motion: Mary Louise Stowe Second: Nathan Curry E. Approval of Approval of the 2016-2017 Budget Mr. Massey recommended approval of the FY 2017 Budget. Motion: Nathan Curry Second: Mary Louise Stowe
F. Approval of the 2017-2021 Capital Plan Mr. Massey recommended approval of the FY 2017-2021 Five Year Capital Plan. Motion: Mary Louise Stowe Second: Nathan Curry Approved 4-1 Motion was approved IN FAVOR Mary Louise Stowe, Jeff Anderson, Nathan Curry, David Vess OPPOSED Angie Bates G. Approval of Deletion/Donation of Surplus Property Mr. Massey recommended approval of the Deletion of Surplus Property Motion: David Vess Second: Jeff Anderson H. Approval of Erin's Law Curriculum Mr. Massey recommended approval of the Erin s Law Curriculum Motion: Nathan Curry Second: David Vess I. Approval of HGHS 2nd Floor Mechanical Change Item #001 Mr. Massey recommended approval of Change Item #01 for Hazel Green High School 2nd Floor Mechanical Motion: Nathan Curry Second: Mary Louise Stowe J. Approval of Contracts for Services Mr. Massey recommended approval of the following Contracts for Services Motion: Mary Louise Stowe Second: Jeff Anderson
Madison County Schools Contracts for Services September 30, 2016 Contractor Purpose Amount 1 Marcella Drake Add to List - Nursing duties $22.00 per hour August 22,2016 - July 31, 2017 2 Ronnie Brown Wire and Cable Installation - Computer Services $ 5,600.00 September 15, 2016 - December 31, 2016 3 Jennifer Snell * Physical Therapy Services $ 43,200.00 October 1, 2016 - September 30, 2017 4 Karen Lightfoot * Spanish Interpreting Services $ 1,200.00 October 1, 2016 - September 30, 2017 5 Klenia Hernandez * Spanish Interpreting Services $ 2,000.00 October 1, 2016 - September 30, 2017 6 Janine Hutton * Special Needs Student - Parent Transportation $ 900.00 October 1, 2016 - September 30, 2017 7 Rebecca Jones * Attend Required NIEA Conference / Meetings $ 1,800.00 for the Office of Indian Education During Fall Break October 3, 2016 - October 8, 2016 * Federal Program Budget Line Item K. Approval of Personnel Items Mr. Massey recommended approval of the following Personnel Items as submitted Motion: Jeff Anderson Second: David Vess
V. EXECUTIVE SESSION Ms. Bates informed the Board of the need for an executive session to discuss legal matters. Attorney, Cynthia Thompson provided a certification of the litigation categories to be discussed. Motion: David Vess Second: Jeff Anderson CERTIFICATION MADISON COUNTY BOARD OF EDUCATION September 13, 2016 Cynthia K. Thompson, an attorney licensed to practice in the state of Alabama, certifies that the executive session proposed by the Madison County Board of Education involves: X pending litigation imminently likely litigation imminently likely litigation if the board chooses a particular course of action mediation arbitration And thereby is covered by the Alabama Open Meetings Law. Alabama Code 36-25A-1, et seq. The purpose of the session is to discuss with me the designated item. /s/ Cynthia K. Thompson 09/13/16 Cynthia K. Thompson Date ADJOURNMENT OF MEETING With no further action taken and no further business to discuss a motion was made to adjourn. Motion to Adjourn: Motion: Jeff Anderson Second: David Vess Adjourned Matt Massey Superintendent Angie Bates Board President